Service Project Coordinator

Upchurch • Horn Lake, MS

3d

About The Position

The Project Coordinator provides administrative, scheduling, documentation, and communication support to Project Managers to ensure service projects are executed efficiently, accurately, and profitably. This role enables Project Managers to remain focused on financial performance, customer relationships, and field execution by owning the coordination, organization, and follow-through required to move projects smoothly from turnover to closeout.

Requirements

• 2–5 years of experience in service operations, project coordination, or administrative support preferred.
• Exposure to commercial building and industrial facility services environments strongly preferred.
• Strong organizational and multitasking skills.
• Proficiency with ERP / project and financial management systems and Microsoft Office tools.
• High attention to detail and follow through.
• Clear, professional written and verbal communication skills.
• Highly dependable and self-directed.
• Collaborative and service oriented.
• Comfortable working in a fast paced, multi project environment.
• Takes pride in accuracy, organization, and execution.
• Understands the importance of role clarity and escalation.

Responsibilities

• Assist Project Managers with project kickoff, setup, and system entry.
• Ensure project files are complete and organized, including contracts, scopes, estimates, and schedules.
• Maintain accurate project records, notes, and documentation throughout execution.
• Track key milestones and prompts Project Managers when action is required.
• Coordinate schedules with superintendents, field supervisors, vendors and subcontractors at the direction of the Project Manager.
• Assist with material deliveries, lead time tracking, and logistics coordination.
• Confirm field assignments, job start dates, and access requirements.
• Help maintain job continuity and minimize disruptions to field execution.
• Support customer communication related to schedules, site access, documentation, and administrative needs.
• Prepare and distribute meeting notes, schedules, and progress updates as requested.
• Serve as a professional point of contact for routine coordination while escalating decisions to the Project Manager.
• Assist with billing preparation, including percent complete verification and backup documentation.
• Ensure change order documentation is tracked and routed correctly.
• Support timely job closeout by collecting final paperwork, warranties, inspections, and customer sign off.
• Help reduce WIP aging by keeping project information accurate and current.
• Follow standard project coordination procedures and templates.
• Identify recurring coordination issues and communicate improvement opportunities.
• Support consistent execution standards across all service projects

Benefits

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Paid time off and holiday pay.
• Opportunities for professional development and certification assistance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed